DOC1438909032.pdf

Procure-to-Pay

3835 Holdrege Street | Lincoln, NE 68583-0742 | 402.472.2126 nebraska.edu/p2p

University of Nebraska Contract Summary

CONTRACTOR/COMPANY INFORMATION

Supplier Scott Conference Center Contact Amanda Hooper

Email ahooper@scottcenter.com

REQUESTING DEPARTMENT

Participating Campuses

UNMC

Administrative Unit/Dept.

Primary Contact Name

Analisa L Peyton

Primary Contact Email

APEYTON@UNMC.EDU

CONTRACT DESCRIPTION/INFORMATION

Contract Summary (brief description and/ or event name)

Contract for 2025 CHRI Conference at Scott Conference Center. Meeting space, food and beverage

Purchase Category

Total Amount of Spend

$8,150 Start Date 11/14/2025 End Date 11/14/2025

BID INFORMATION

Bid Number

Competitive Review Findings

Under $50k

Contract Information

INTERNAL USE ONLY

CW27124

mailto:APEYTON@UNMC.EDU

Contract Event Number: 205651

Date Printed: 1/15/2025

Notify: Amanda Hooper

Email: ahooper@scottcenter.com

Phone: 402.778.6313

1/15/2025 11:18 am Scott Conference Center Page 1 of 5

6450 Pine Street, Omaha, NE 68106 p 402.778.6313 f 402.778.6314 scottcenter.com

Client/Organization: The Board of Regents of the University of

Nebraska Event Name: UNMC-CHRI Conference

Address (Billing): 986800 Nebraska Medical Center Event Type: Conference

Omaha, NE 68198-6800 Event Start Date: 11/14/2025

Contact: Peyton, Analisa Event End Date: 11/14/2025

Phone: 402.836.9726

Email: apeyton@unmc.edu

Schedule of Event Date Banquet Room Event Type Setup Start End Guests Room Charge 11/14/2025 Center Room Meeting Rounds 7:30 am 6:00 pm 115 $3,000.00

11/14/2025 Omaha Room Speakers' Room Conference 7:30 am 4:30 pm 115 $250.00

11/14/2025 Foyer Breakfast Buffet 7:00 am 9:00 am 115 $0.00

11/14/2025 Northwest Breakout Rounds 8:00 am 3:30 pm 115 $0.00

11/14/2025 Southwest Breakout Rounds 8:00 am 3:30 pm 115 $0.00

11/14/2025 Northeast Breakout Rounds 8:00 am 3:30 pm 115 $0.00

11/14/2025 Southeast Breakout Rounds 8:00 am 3:30 pm 115 $0.00

11/14/2025 Boardroom Staff Room Pods 7:30 am 4:30 pm 115 $400.00

11/14/2025 Foyer Lunch Buffet 11:30 am 12:30 pm 115 $0.00

11/14/2025 Foyer PM Snack Buffet 1:00 pm 3:00 pm 115 $0.00

11/14/2025 Foyer Social Reception 1:30 pm 6:00 pm 115 $0.00

Your schedule of events detailed above. Your schedule of events will be provided for $3,650.00 rental and $4,500.00 minimum food and beverage purchase. All food and beverage details, room set-up, and ancillary item requests will be arranged with the Event Coordinator. This agreement does not constitute a 24-hour hold. If a 24-hour hold is required, it must be specifically arranged in advance with your Event

Coordinator.

A non-refundable deposit of $0.00 will be due with the signed contract on February 7, 2025).

Menu Selection Due: Week of October 24, 2025 Guaranteed Attendance Due: November 7, 2025

All meeting room rental, food, beverage and audio- visual fees are subject to applicable sales tax and gratuity. Final meal and set up guarantees are due to SCC seven (7) days prior to the function; if guarantees are not received, SCC will use the contracted numbers for the guarantee. Guaranteed guest number cannot be reduced less than seven (7) business days prior to the function. Guarantees increased within three (3) business days of function may be subject to additional charges in addition to menu costs. Changes to setup less than three (3) business days prior to function may be subject to additional fees.

TERMS AND CONDITIONS: SCC's Terms and Conditions is attached to this agreement. By signing this agreement, CLIENT accepts and agrees to be bound by the terms and provision of this agreement and all Terms and Conditions of the attachment.

PAYMENT TERMS: Unless you have established sufficient credit facilities with SCC, a deposit payment must be provided upon contracting. All charges or amounts owed by you will be due seven (7) days in advance of the event. If you have established sufficient credit facilities with SCC, payment of all Event charges (other than the deposit) will be due within thirty (30) days after receipt of the final bill.

TAXES: All federal, state and local taxes and/or relevant charges assessed or imposed by reason of the use of the Event Premises shall be the responsibility and paid by CLIENT.

TAX EXEMPTION: If CLIENT maintains tax exempt status in the State of Nebraska, CLIENT must provide SCC with a tax exemption letter from the State of Nebraska (30) days prior to arrival in order to be exempt from applicable tax charges.

http://scottcenter.com/

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CATERING FOOD & BEVERAGE: CLIENT understands and acknowledges that outside food and beverage may not be brought into the meeting space at SCC. All food and non-alcoholic beverages must be purchased and arrangements made with SCC.

PROHIBITED:

(a) CLIENT shall not install nails, hooks, wire, tacks, screws, tape or adhesive fasteners on any part of the building.

(b) CLIENT shall not use or permit to be used any glitter, flower petals, or confetti as decoration within the building

(c) CLIENT shall not move furniture or equipment. Setup of tables, chairs and moveable equipment must be agreed upon requested change after room is set could be assessed a labor fee of $25 per hour per person.

(d) CLIENT shall not alter any sound or audio-visual equipment. All alterations must be made by SCC.

(e) CLIENT shall not use or permit to be used any flammable materials or fog machines in the facility. This includes, but is not limited to, open flame candles, spark machines (including "cold sparks"), pyrotechnics and all types of fog/dry ice machines.

(f) SMOKING AND VAPING ARE PROHIBITED IN THE ENTIRE FACILITY.

CANCELLATION: CLIENT may cancel this Agreement only upon giving written notice to SCC. CLIENT and SCC agree and understand that in the event of a cancellation, SCC's actual damages would be difficult to determine. Therefore, CLIENT and SCC agree on the following amounts to be paid by CLIENT to SCC as liquidated damages in the event of canceling the event in full or partially.

Date of Signing to 181 days prior to event: Total Room Rental

180 days to 121 days prior to event: Total Room Rental & 25% of anticipated revenue*

120 days to 61 days prior to event: Total Room Rental & 50% of anticipated revenue*

60 days or less prior to event: Total Room Rental & 75% of anticipated revenue*

*The total gross revenue anticipated by SCC as set forth in the signed agreement excluding gratuity and sales tax

If either party is unable to meet its duties and obligations under this agreement due to an act of god, natural disaster or forces beyond the party's control, including but not limited to a pandemic, COVID-19 or change in the laws in response to said condition or situation, then they shall be excused from performance hereunder unless and until said condition changes.

GOVERNING LAW: This Agreement shall be construed, interpreted and governed by the laws of the State of Nebraska, and jurisdiction and venue shall be in Douglas County, Nebraska.

AMENDMENTS/CHANGES: Any amendments or changes to the arrangements described in this contract must be made in writing, signed by both client and SCC.

I have read the above contract and agree to the terms and conditions as well as any terms and conditions on any contract addendum's which

I may sign. Please Sign and Return by February 7, 2025

Sign :

Print :

The Board of Regents of the University of Nebraska

Representative

Date

Sign :

Amanda Hooper Date

ADDITIONAL INFORMATION:

ALCOHOLIC BEVERAGES SERVICE: Scott Conference Center does not hold a liquor license. CLIENT must contract with a SCC approved beverage vendor to provide and serve any alcoholic beverages. The vendor shall be responsible for the provisioning and service of any alcoholic beverages and must remove all alcohol from the Event Premises immediately following the Event.

(a) The serving of alcohol will comply with the policies of the University of Nebraska Board of Regents and the laws of Douglas

County and the State of Nebraska.

(b) A minimum $15 per person food purchase is required for all events serving alcohol.

(c) No person under the age of 21 will be allowed to consume alcohol on the Event Premises.

(d) At the discretion of the beverage vendor or SCC, the service of alcohol beverages may be discontinued for any individual or group.

(e) All bar and alcohol services shall be discontinued at least thirty (30) minutes prior to the scheduled end of the Event or no later

01/23/25 | 11:58 CST

01/23/25 | 20:00 CSTMichael Hrncirik

1/15/2025 11:18 am Scott Conference Center Page 3 of 5 p 402.778.6313 f 402.778.6314 scottcenter.com than 11:30 PM.

(f) Vendor's invoice will include a Scott Conference Center 10% commission fee

APPROVED VENDOR: 1316 Jones Beverage Company, a division of Hap Abraham Catering: Chad Morford at chad@abrahamcatering.com

LODGING: Call for special SCC contracted rate.

The Courtyard by Marriott- Aksarben Village - 402.951.4300

The Hampton Inn- Aksarben -402.933.5510 mailto:chad@abrahamcatering.com

1/15/2025 11:18 am Scott Conference Center Page 4 of 5

By accessing and using the Scott Conference Center (SCC), CLIENT accepts and agrees to be bound by the terms and provision of this agreement. In addition, when using SCC, you shall be subject to any posted guidelines or rules applicable at SCC. If you do not agree to abide by the below terms and conditions, please do not sign the attached agreement.

GENERAL PROVISIONS:

(a) All matters not authorized expressly by the terms of this Agreement shall be reserved to the discretion of SCC.

(b) CLIENT shall be subject to the terms and conditions of the written policies, procedures and fees of SCC.

(c) This agreement shall not be valid or binding until signed by an authorized employee of CLIENT and SCC.

(d) This agreement, with attached addenda, if any, shall inure to the benefit of, and be binding upon, the parties and their respective successors and is not transferable to any other party, and supersedes all other proposals or discussions, whether oral or written between

CLIENT and SCC.

GUARANTEE: Guarantee guest numbers are due seven (7) days prior to the event start date. If the attendance or consumption are higher than the guarantee, SCC will neither be responsible nor liable for serving the additional numbers. SCC will work to accommodate and any additional cost will be billed to

CLIENT.

RENTAL RATES: Room rental rates include set up of tables and chairs. There is an additional charge for any other equipment, audio/visual, or furnishing needs.

(a) Delayed Services: On the day of your event, if the agreed upon beginning or ending service time of the function changes by sixty (60) minutes or more, additional labor charges will apply at the rate of $50.00 per person per hour.

(c) The Scott Conference Center will be closed: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve Day and Christmas Day.

SECURITY: With the service of alcoholic beverages, SCC requires a minimum of two (2) security officers which will be secured by SCC. CLIENT shall be responsible for all costs, to be paid on final invoice.

PRICE INCREASES: There may be increases in prices due to unforeseen changes in market conditions at the time of CLIENT's event. We will communicate these increases to you in advance. We will require written confirmation that you agree to pay these increased prices, or at our option we may make reasonable substitutions in menus and you agree to accept such substitutions.

SHIPPING AND DELIVERIES: All packages and deliveries related to the event must be arranged through SCC. The CLIENT is responsible for prepaying all shipments sent to SCC. Packages should be properly labeled, including "Scott Conference Center," the name of the CLIENT's event, and the event date.

SCC recommends scheduling deliveries to arrive no more than three (3) business days before the event. Deliveries are accepted Monday through Friday, 8:00

AM – 4:30 PM. SCC is not responsible for any return shipping; the CLIENT must arrange for the pickup of any remaining packages after the event. SCC shall not be responsible or liable for any damage, loss, theft, or misplacement of packages left behind or not picked up by a delivery company within 48 hours after the event concludes, regardless of the reason for the delay.

REMOVAL OF PROPERTY: At the conclusion of the rental period, CLIENT and CLIENT'S employees, agents, licensees and invited guests shall remove from the facilities and grounds all equipment and other property brought to the facilities for the event. In the event the facilities and grounds are not vacated by CLIENT at the conclusion of the rental period, SCC shall be authorized to remove at the expense of CLIENT. SCC shall not be liable for any damage or loss to such property that may be sustained by reason of such removal. Furthermore, SCC shall not be responsible or liable for any damage, loss or injury related to property, merchandise or articles left by CLIENT or their employees, agents, licensees or invited guests at the facilities and grounds.

TEAR DOWN & DISMANTLE: Responsibility by SCC for installation and/or dismantling limited to SCC equipment only (tables, chairs, staging, trash cans and SCC-owned catering equipment). Tear down and dismantle of CLIENT'S property shall be CLIENT'S responsibility and removed within the rental period. If CLIENT does not remove it's equipment as required, SCC may remove equipment and CLIENT shall pay SCC for the cost at $25 per person per hour. Anything left in or on facilities and grounds and not claimed by CLIENT within fifteen (15) days after the conclusion of the rental period shall become the property of SCC.

DAMAGE, DESTRUCTION or ALTERATION: In the event the SCC premises are damaged or destroyed by fire, casualty or unforeseen occurrence or are substantially altered as part of a plan of improvement and/or modification that renders the fulfillment of this Agreement impossible, this Agreement shall terminate on the date of such occurrence and SCC shall in no manner be held liable or responsible to CLIENT for any damages caused thereby or related thereto.

RELOCATION: SCC reserves the right to exchange leased area(s) and relocate CLIENT'S event to an alternate space/location within the Scott Conference

Center for any reason.

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LAW OBSERVANCE: CLIENT and its employees, agents, licensees and invited guests shall abide by, conform to and comply with all federal, state and local laws, rules, ordinances and regulations, and shall not do, nor suffer to be done, anything at the SCC facilities and grounds in violation of any such laws, rules, ordinances and regulations. If SCC becomes aware of any violation on the part of CLIENT or any of its employees, agents, licensees or invited guests, CLIENT shall immediately cease and desist from and correct such violation.

LIABILITY: CLIENT agrees to indemnify, defend, protect and hold harmless SCC from and against any and all claims, actions, suits, proceedings, causes of action, injuries, damages, accidents, judgments, losses, costs and expenses, including without limitation reasonable legal fees and any fees, penalties or damages associated with the nonpayment of taxes or resulting from any violation of law or ordinance resulting from the use of the Event Premises by

CLIENT, arising from, or attributable to, the omission, fault, negligence, bad faith or willful misconduct of CLIENT or CLIENT'S employees, agents, licensees or invited guests in connection with CLIENT'S use of the Premises, or arising from or attributable to a breach of CLIENT'S duties as defined in this

Agreement.

NO OBSTRUCTIONS: No portion of the sidewalks, entries, passages, vestibules, halls, elevators and ways of access to public utilities of the facilities and grounds shall be obstructed by CLIENT.

SIGNS: Any signs and banners to be posted by CLIENT shall be professional in appearance.

ASSIGNMENT and SUBLETTING: CLIENT shall not assign the Agreement or assign or sublet any portion of the Event Premises.

CATERING REGULATIONS: SCC believes in guaranteeing that our client will not run out of food based on client's provided guaranteed guest count is similar to the actual turnout. In an effort to maintain this guarantee, there should be some food remaining at the end of every event. In the interest of food quality and state regulations, this food is the property of SCC and cannot be removed from the premise by client or any guest for any reason.

SERVICE TIME: In order to provide the best quality, in some cases SCC will limit the service time of certain food and beverage items.

OUTSIDE SERVICES: SCC reserves the right to approve or deny any and all outside services or contracted entities (including but not limited to florists, decorators, valet parking and entertainment). CLIENT to provide a list to SCC of all outside service or vendors thirty (30) days prior to event date. Property damage or loss caused by outside service providers shall be the responsibility of CLIENT.

PHOTOGRAPHY/SOCIAL MEDIA: CLIENT authorizes and grants SCC permission to take photos before, during, and after event. CLIENT authorizes and grants SCC permission the ability to use photos on our website as well as any social media platforms. CLIENT authorizes and grants SCC permission to edit, alter, copy, or distribute the photos for social media, advertising and marketing. CLIENT agrees that the photos belong to SCC and will not receive any monetary compensation.

Certificate Of Completion Envelope Id: 2179D877-15F9-4447-9DDD-293C8AC92098 Status: Completed

Subject: CW27124 - Scott Conference Center CHRI Conference UNMC Nov 2025

Source Envelope:

Document Pages: 6 Signatures: 2 Envelope Originator:

Certificate Pages: 5 Initials: 0 Melody Stark

AutoNav: Enabled

EnvelopeId Stamping: Disabled

Time Zone: (UTC-08:00) Pacific Time (US & Canada)

1400 R Street

LINCOLN, NE 68588

melody.stark@nebraska.edu

IP Address: 35.223.106.21

Record Tracking Status: Original

1/23/2025 9:55:23 AM

Holder: Melody Stark melody.stark@nebraska.edu

Location: DocuSign

Signer Events Signature Timestamp Amanda Hooper ahooper@scottcenter.com

Director of Sales

Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style

Using IP Address: 98.171.201.184

Sent: 1/23/2025 9:56:34 AM

Viewed: 1/23/2025 11:57:46 AM

Signed: 1/23/2025 11:58:13 AM

Electronic Record and Signature Disclosure:

Accepted: 1/23/2025 11:57:46 AM ID: f465fc1b-237b-4ec1-bcd6-f60c0f3401c9

Michael Hrncirik mhrncirik@unmc.edu

Assistant Vice Chancellor for Business & Finance &

Controller, UNMC

University of Nebraska Medical Center

Security Level: Email, Account Authentication (None)

Signature Adoption: Pre-selected Style

Using IP Address: 67.3.181.52

Sent: 1/23/2025 11:58:14 AM

Viewed: 1/23/2025 12:00:13 PM

Signed: 1/23/2025 8:00:26 PM

Electronic Record and Signature Disclosure:

Accepted: 1/23/2025 7:59:22 PM ID: 735b147d-4b43-4ead-892d-328f59ed1271

In Person Signer Events Signature Timestamp

Editor Delivery Events Status Timestamp

Agent Delivery Events Status Timestamp

Intermediary Delivery Events Status Timestamp

Certified Delivery Events Status Timestamp

Carbon Copy Events Status Timestamp Analisa Peyton apeyton@unmc.edu

Security Level: Email, Account Authentication (None)

Sent: 1/23/2025 9:56:33 AM

Viewed: 1/23/2025 9:56:56 AM

Electronic Record and Signature Disclosure:

Not Offered via DocuSign

Carbon Copy Events Status Timestamp Melody Stark melody.stark@nebraska.edu

Sourcing Agent

University of Nebraska

Security Level: Email, Account Authentication (None)

Sent: 1/23/2025 8:00:28 PM

Electronic Record and Signature Disclosure:

Accepted: 11/13/2023 10:42:36 AM ID: f6be8008-ef45-4d6e-b4e3-5c6f95447db3

Witness Events Signature Timestamp

Notary Events Signature Timestamp

Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 1/23/2025 9:56:33 AM

Certified Delivered Security Checked 1/23/2025 12:00:13 PM

Signing Complete Security Checked 1/23/2025 8:00:26 PM

Completed Security Checked 1/23/2025 8:00:28 PM

Payment Events Status Timestamps

Electronic Record and Signature Disclosure

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Electronic Record and Signature Disclosure created on: 5/16/2023 6:53:28 PM Parties agreed to: Amanda Hooper, Michael Hrncirik, Melody Stark

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